Star Island Corporation - New Database Solution Vendor Selection

contact: AReutemann@starisland.org

Initial Planning

Database User Interviews

07/31/2011 - 10/15/2011

Conduct interviews of primary NED users to determine main uses, significant issues, and vital improvements.
- Front Desk Supervisor
- Island Registrar
- Office Manager
- Development/Volunteer Services Administrator
- Finance Director
- Office Assistant
- Logistics Coordinator
- Personal Retreat Concierge
- Housekeeping Supervisor
- Conference Center Manager
- OWLS

Organization of Planning Material

09/15/2011 - 10/15/2011

Collection of all Project Management data, collection of user interviews, and drafts of RFQ and RFP's.

Work on identifying and printing copies of every report/output and auto-generated letter required by various departments (with table of contents), origination of documentation binder.

Identification and Contact of Volunteers

09/22/2011 - 10/13/2011

Draft letter to potential IT volunteers asking for future involvement/input with RFQ's and RFP's as part of an advisory phase.

  • Scott Anderson
  • Scotty Stewart
  • Jordan Young
  • Gary Kunz

Vendor Selection Process

Vendor selection and preparation for bid process

Prepare for Bid Process

10/01/2011 - 11/30/2011

Development of the RFQ and RFP's. Identification of criteria required for vendors wishing to bid for the contract.

Send drafts of both RFQ and RFP to the identified IT volunteers for their input.

RFQ / RFP Period

11/30/2011 - 02/02/2012

Response period for vendors to review our request for proposal.

Final RFP Response due by February 2nd, 5:00pm.

Conduct Interviews

02/13/2012 - 05/14/2012

Begin review of vendor proposals, selection of at least 3 vendors to make presentations (attended by task force) .

Continue to communicate with vendors to work out any conversion/integration issues.

Prepare for Board Decision

05/13/2012 - 06/12/2012

Work on registration solution, implementation, and timeline. Finalize conversion plan for both chosen vendor and registration aspect.

Compile and finalize all materials to be added to the Board Packet. Needs to go out AT LEAST one week before board retreat.

SIC Board Decision

06/10/2012 - 06/17/2012

Use Task Force to review processes, all material submissions, and identify individual choices with the 'Vendor Selection Process,' form.

Prepare packet to give to board.

Present decision to SIC board and announce vendor contract (Board meeting scheduled for Mid-June)

Implementaion and Conversion

Vendor completes database implementation, and conversion to new system with NED redundancy begins.

Database Solution Creation (estimate)

06/16/2012 - 09/16/2012

Chosen vendor to create solution. Estimated time period (dynamic timeline based upon chosen proposal).

Initial Implementaion of Solution (estimate)

09/01/2012 - 10/01/2012

An initial corporation wide implementation of system, using legacy NED system as redundancy backup. With on-site programer for local debugging.

Full Deploy on New Software (estimate)

10/01/2012 - 01/01/2013

Through 2012 Conference Season - continue to debug errors with on-site programer, complete transfer of information to limit reliance on legacy NED system.